How to communicate with researchers and name bearers

How to communicate with researchers and name bearers

<p>Writing letters or emails to bearers of the surname can be a productive way to gain new contacts and new information. The best guide to this process is Peter Amsden's booklet ''Making Contact With Relatives'' published by FFHS in 1999, but no longer available. Peter has made a <a href="/members/pdfs/MakingContact.pdf">pdf version</a> available to Guild members. This page draws on advice given on the Guild Forum rather than repeating the booklet.</p> <p>There are several issues to consider.</p> <h3>Garnering addresses</h3> <p>The best sources vary by country. <br /> Telephone directories are frequently good sources, but in some countries and places (e.g. London) there are very high proportions of ex-directory subscribers.<br /> UK electoral roll has been found by some to be better than the 'phone directory, but use a version from 2004 or before, as since then about half the voters have taken the "ex-roll" option. Although some people will have moved, it will still give better coverage than the 2007/8 roll. Also, the ones who have moved tend to be less likely to reply.<br /> email addresses, found on the internet, through Google, Facebook, etc., are often a more likely route to a response from younger people.</p> <h3>Who to contact</h3> <ul> <li>Don't try to contact everyone. Even for small studies with a few hundred individuals, sending SAEs to the whole lot would be expensive.</li> <li>Consider what do you already know about these people? From your existing database, you may already know who many of them are and whether they occupy pivotal points in various trees of the name.</li> <li>Avoid duplication and expense by choosing initially one member of a known subtree or geographical group. If they don't reply, you can try another member of the group a few months later. If you contact them all at once, you can spend money only to end up repeatedly getting the same information.</li> </ul> <p>If your aim is to link all living bearers of the name into trees, then exclude those people whose ancestry you already know.</p> <h3>Maximising response rate</h3> <ul> <li>Target older people first rather than younger people, who are less likely to be interested in Family History. If you don't know their ages, leave out the Waynes and Tracys and other "young" names, and contact the Gladyses, Stanleys and Hildas. If they are in residential care, they might take a while to reply, but might get younger members of the family involved.</li> <li>Don't waste time writing to divorcees who have kicked their ex into touch! On the other hand, sometimes it may not be easy to tell a divorcee from a recent widow who may be interested.</li> <li>Make it very clear that you are not seeking any money. One member was advised by an American friend that Americans tend to discard any letters that might want money; this is probably true around the world.</li> </ul> <h3>The content of the letter</h3> <ul> <li>Older people might benefit from a different wording, perhaps use a more formal approach: Dear Mrs Bloggs, rather than Dear Ada.</li> <li>Keep it short, people don't want long letters from strangers</li> <li>Introduce yourself and your relationship to the name</li> <li>Explain how the mailshot relates to the aims of your one-name study</li> <li>Give contact details (including email address)</li> <li>Enclose a stamped, addressed envelope or IRCs for any replies.</li> <li>Mention spelling variants from the outset. You can use the approach that you are a researcher trying to establish how the various spellings are linked</li> <li>Consider including some brief generic information that you think they might be interested in, e.g. if your research has already indicated a common ancestor for the surname at an approximate date and location.</li> <li>It is probably best not to mention DNA in an initial contact, as without a detailed explanation many people will be frightened of giving away genetic information.</li> <li>Closing with something like "If family history is of no interest to you, please accept my apologies for bothering you" - that sometimes shames them into replying!</li> </ul> <h3>Information to request</h3> <ul> <li>A form can help elicit the information you are interested in. Amsden's book includes a sample form.</li> <li>Invite them to draw a family tree on any form they return</li> <li>Ask whether or not they wish to be kept informed of the progress of the ONS (most will say yes if put that way)</li> <li>If you produce a newsletter, include a recent edition. Alternatively consider making a little leaflet to go with the letter.</li> </ul> <h3>Repeat mailshots</h3> <p>Guild members who have tried mailshots have typically had 25% success rate (a range of 15-33% for any one mailshot). One member reports that in recent months the response rate has been poor, possibly due to people's fear of identity theft. Only three success rates have been reported for overseas mailshots (Canada to UK, UK to Canada, UK to USA), but they are all much lower, in the range 3-5%.</p> <ul> <li>Some people will reply with information but do not wish to continue the contact. You should, of course, not bother them again.</li> <li>Successive mailshots over a period may gradually increase the number of respondents, and your coverage of the bearers of the name. Over a period of five years successive mailshots for the Hempshall ONS have succeeded in establishing the places of 90% of living UK Hem(p)s(h)a/ells on the tree.</li> <li>Bear in mind that people definitely get "family-history mailshot fatigue" just as they do all sorts of other mailshot fatigue.</li> </ul> <h3>Benefits</h3> <ul> <li>(Duncalf ONS) "I sent out what became the first of my One-name newsletters (in 1984), and several of those who replied (some have unfortunately died since) are still subscribing to it today."</li> <li>It is worth the effort, even just for a few replies. Every little bit of information helps to fit another piece of the jigsaw, and potentially saves you £7 one buying a certificate.</li> <li>The one person who does respond may be the only family member who is keen on family history and can be very helpful, as was the case for the <a href="http://archiver.rootsweb.ancestry.com/th/read/GOONS/2008-08/1219681349">Attersley ONS</a> </li> </ul> <p>So be bold and mail people! It has paid off for many Guild members - it can pay off for you too!</p> <p>&nbsp;</p>